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India Trade Promotion Organisation (ITPO) (A Government of India Enterprise) Pragati Bhawan, Pragati Maidan, New Delhi-110 001
Tender No. ITPO/IGF-IHF-17/Pub./2017 Date :-07-03-2017
Subject : Consolidated Bid for (A) Publicity & Allied services, (B)Promotion
and PR activities for 38th India Garment Fair 2017 and 28th India Home
Furnishing Fair 2017, Osaka, Japan, July 19-21, 2017
India Trade Promotion Organization (ITPO) invites online bids on two bid system (technical and commercial) from eligible bidders. Manual bids shall not be accepted. Important Information
Earnest Money Deposit Rs.200000/- or JPY 350000/- through demand/bank draft favouring ITPO or through RTGS /NEFT.
Bid Document Download / Sale Start Date
07-03-2017
Last date for submission 06-04-2017 (3.00 pm)
Opening of Technical bids 07-04-2017 (3.00 pm)
For downloading/details of tender, please visit our website: www.indiatradefair.com or CPPP site https://eprocure.gov.in/eprocure/app
BidderName :
Sl.No.
Item Description Item Code /Preferred
Make
Quantity Units Dates BASIC RATE In FiguresTo be entered by the
Bidder inJPY
TOTAL AMOUNT
1
1.001
1.002 Sen-I News (Size- H140 mm x W 250 mm) itemcode01 2 Nos 0.00
1.003 Senken Shimbun (Size- H 175mm x w 250 mm) itemcode02 2 Nos 0.00
1.004 Shin so-Living-Times (Size- H 168 mm x W 185 mm) itemcode03 2 Nos 0.00
1.005 Home Living (Size- H 100 mm x W 240 mm) itemcode04 2 Nos 0.00
1.006 Interiors Business News (Size-H 97 mm x W 113 mm) itemcode05 2 Nos 0.00
1.007 Asian Textile Business (Size-H 130 mm x W 185 mm) itemcode06 2 Nos 0.00
1.008
2
2.1 Create/ Update, manage and maintain the bilingual (English and Japanese) website for both the events with minimum 10 pages each. The website shall have hyperlinked with websites of Embassy of India, Tokyo, CGI (Osaka), ITPO’s main website, etc. The website has to bemaintained all along during the currency of the contract. The queries raised on the website will bereplied in English/ Japanese as per the case within 4-5 days after consultation with ITPO, if required.
itemcode07 1 Lumsum 0.00
Digital Marketing
Note: Online Advertisement for all the magazines / newspapers may be taken as package, wherever applicable. Some newspapers/magazines offer 1+1 services and complimentary online advts. as package advts. The agency shall try to avail of the same wherever possible and the payment towards complimentary advts.are not to be charged. The rates of the respective publishers, preferably e-mails of the price may be attached.
Item Rate BoQ
Tender Inviting Authority: General Manager, IT Services Division, ITPO
Name of Work: Consolidated Bid for (A) Publicity & Allied services, (B) Promotion and PR activities for 38th India Garment Fair 2017 and 28th India Home Furnishing Fair 2017, Osaka, Japan, July 19-21, 2017
Contract No: ITPO/IGF-IHF-17/Pub./2017
PRICE SCHEDULE(This BOQ template must not be modified/replaced by the bidder and the same should be uploaded after filling the relevent columns, else the bidder is liable to be rejected for this tender. Bidders are allowed to enterthe Bidder Name and Values only )Please Note:In case of shortfalls either because of reduce scope of work by ITPO or for other genuine reasons the deduction will be made as per unit rates.e.g. (i) If, one press conference in Tokyo is not organized by ITPO, then the amount quoted for one press conference will be deducted. Please note that ITPO will give minimum 15 days notice of such cancellation.(ii) Actual requirement of manpower will be intimated well in advance before the start of the events and payments on actual utilization/deployment will be made on the basis of unit rates quoted.
Newspaper/ Magazines (colour advertisements)
PART -A
Validate Print Help
2.2 Promotion and publicize both the event through the social media itemcode08 1 Lumsum 0.00
2.3 Procurement of Database of approx. 1000 nos. of Potential buyer for the product profile ofGarment & Home Furnishing Copy of the invoice against procurement of database will be submitted to ITPO
itemcode09 1 Lumsum 0.00
2.4 Direct mailing Services through E-Mail Announcement, e-Mail Reminders and Telemarketing to 5000 buyers to ensure a higher footfall of buyers from different regions of Japan.
itemcode10 1 Lumsum 0.00
2.5 Postal and operational charges including label Printing, labeling, Inserting classifyingPostal Number, Postal Charges to 200+ invitees for the Opening Ceremony and 500 Important Buyers
itemcode11 1 Lumsum 0.00
3
3.1 Flyers( Multi-colour)/Direct Mailer itemcode12 2000 Nos 0.00
3.2 Envelope itemcode13 700 Nos 0.00
3.3 Admission Card including Badges (English/ Japanese), PVC Pouch, Nylon Strip with Fair Name (Lanyard) for Exhibitors/ Importers/ Wholesalers/ Buyers/ Service Providers
itemcode14 3500 Nos 0.00
3.4 Registration Form (English/Japanese) itemcode15 3500 Nos 0.00
3.5 Buyers Feedback Form (English/ Japanese) itemcode16 3500 Nos 0.00
3.6 Invitation card with Envelop (bilingual for Opening Ceremony itemcode17 200 Nos 0.00
3.7 Publicity Poster [size : W 514 mm x H 728 mm] itemcode18 100 Nos 0.00
3.8 Invitation card with Envelop (bilingual) for visit to the twin event to the most important buyers itemcode19 500 Nos 0.00
4
4.01 Translation and Page setting (Japanese to English or vise versa) for bilingual fair catalogues:i) Incorporation of Japanese language in the cover page as per design of ITPO ( 2 pages)(ii) Fact-Sheets (approx 1 page)(iii) Locational map of MYDOME,OSAKA (approx 1 page)(iv) Write-up of ITPO/Home Furnishing/ Garment Industry (approx 2- 3 pages each)(v) Alphabetical list and details of Exhibitor (approx 100 pages)(vi) Message of CMD,ITPO (approx 1 page)(vii) Message of Embassy of India/ CGI, Japan (approx 2 pages)(viii) Messages of other organizations (approx 12 pages)(ix) Any other Translation work in Japanese (approx 10-15 pages)
Translation of the above documents, page setting in the relevant software format (PDF,illustrator etc.) and forwarding to ITPO, New Delhi within stipulated time for final checkingwith a view to make corrections in English. The corrections if any need to be carried out inEnglish/ Japanese version.
itemcode20 1 Lumsum 0.00
4.02 Printing (Translation, Page Setting and Printing after approval of ITPOSize: 5”x8.5”, Pages - 120 pages incl.cover (Text: 24 pages Colour and the rest in Black & White), Cover - 300 GSM art card and text -100 GSM art paper
itemcode21 2000 Nos 0.00
5
Printing (Translation, Page Setting and Printing after approval of ITPO)
Fair Catalogue
Photography
5.01 Photographer for still photography as well as video coverage to cover all press conference(s)/inauguration ceremony and fair period
itemcode22 5 days 0.00
5.02 Printing of selected photographs & Album Creation for following events with print Size of 8”x10” - Inauguration Ceremony & VIP Visits
itemcode23 35 Nos 0.00
5.03 Printing of selected photographs & Album Creation for following events with print Size of 8”x10” - Press Conference/ other occasion, if any
itemcode24 30 Nos 0.00
5.04 Printing of selected photographs & Album Creation for following events with print Size of 8”x10”.- Theme Area
itemcode25 10 Nos 0.00
5.05 Printing of selected photographs & Album Creation for following events with print Size of 5”x7 - All Display booths or other occasion, if any
itemcode26 120 Nos 0.00
5.06 Soft copy of all photographs and Video coverage during of the event(s) in CDs/ DVDs in High Resolution and low resolution .
itemcode27 1 As perreqirment
0.00
6
6.1 Deployment of Bilingual Interpreters from July 19-21, 2017 itemcode28 16 Nos 0.00
6.2 Senior Interpreter for supervising as well as for office work from July 19-21, 2017 itemcode29 2 Nos 0.00
6.3 Computer Literate bilingual staff for registration desk or office work . itemcode30 2 Nos 0.00
6.4 Per day rate of Senior Interpreter for assisting ITPO team during pre-event or post event itemcode31 1 Nos 0.00
7
7.1 Publicity on FM Radio (for the duration of 15 days with 4 slots on prime time [2 each in the morningand evening on each day)
itemcode32 1 Lumsum 0.00
7.2 Publicity Hoarding at Osaka Airport (for 30 days) itemcode33 1 Lumsum 0.00
8
8.1 Opening ceremony (Liaison with VIPs/ C&D Agency/ Messages, Ribbon Cutting, etc.) itemcode34 1 Lumsum 0.00
8.2 Liaison with Consulate General of India, Embassy of India, Tokyo, Japan and variousorganizations of the Japanese Government for their support to the twin event. Arrange messages fromsupporting organisations and forward the same along with the photograph of the concerned official inJapanese and English to ITPO, New Delhi. These messages will be used for Fair catalogue.
itemcode35 1 Lumsum 0.00
8.3 Liaison with supporting organizations like JETRO, Osaka Authorities, Venue Management, Trade Associations, Chambers of Commerce, Importers Associations etc. Meetings of above organization may also be fixed with ITPO officers as and when required. Also, assisting ITPO team in coordination as defined in the scope of work
itemcode36 1 Lumsum 0.00
9
9.1 To be conducted during all the 3 days of the event, i.e. on 19-21 July, 2017 at both the floors. Thedesigning of the feedback form after consultation with ITPO, getting it filled from buyers and a briefanalysis and recommendations have to be enclosed in the final report.
itemcode37 1 Lumsum 0.00
9.2
Liaison
Promotion through FM and Airport Hoarding
Deployment of Manpower
Buyers Feedback
PART -B
10
10.01 Venue cost in a 4 star Hotel (Please indicate the venue in the technical proposal, if possible) itemcode38 1 Nos 0.00
10.02 Inviting Eminent Press/ Journalist (Bilingual Japanese/ English) itemcode39 1 Nos 0.00
10.03 Preparation of press kit bilingual (Japanese/ English) as per data/ information provided by ITPO itemcode40 1 Nos 0.00
10.04 All arrangement for making Power Pointpresentation on the above events: Bilingual (Japanese/English)a) All audio-visual equipment (Screen,projector, mic (cordless) for the Dias and Media representativesetc.
itemcode41 1 Nos 0.00
10.05 All arrangement for making Power Pointpresentation on the above events: Bilingual (Japanese/English)b) Back-drop(s) (Bilingual (Japanese/ English))
itemcode42 1 Nos 0.00
10.06 All arrangement for making Power Pointpresentation on the above events: Bilingual (Japanese/English)c) Signages at the venue of press conference
itemcode43 1 Nos 0.00
10.07 All arrangement for making Power Pointpresentation on the above events: Bilingual (Japanese/English)d) Preparation of text in Japanese including graphics of the power point presentation on the basis ofinputs provided by ITPO and presentation of the same in Japanese
itemcode44 1 Nos 0.00
10.08 Arrangement of one professional bilingual MC itemcode45 1 Nos 0.00
10.09 Arrangement of one professional Interpreter itemcode46 1 Nos 0.00
10.1 Lunch/ Dinner for upto 40 persons itemcode47 1 Nos 0.00
10.11 Refreshment(Tea/coffee/ snacks) for up to 40 persons itemcode48 1 Nos 0.00
10.12 Issue of Press Release (bilingual) with photographs immediately thereafter, both through electronicmails and hard copies to select media all over Japan, neighboring countries and India to ensureappropriate and adequate media coverage of the twin events in 3 Phases i.e. pre, during and postevent. The agency will arrange publishing of coverage in 15-20 media (Print + Electronics) bothgeneral and specialized media (daily/periodical)Evidence (both in hard and soft copy) will be produced to ITPO).
itemcode49 1 Nos 0.00
11
11.01 Venue cost in a 4 star Hotel (Please indicate the venue in the technical proposal, if possible) itemcode50 1 Nos 0.00
11.02 Inviting Eminent Press/ Journalist (Bilingual Japanese/ English) itemcode51 1 Nos 0.00
11.03 Preparation of press kit bilingual (Japanese/ English) as per data/ information provided by ITPO itemcode52 1 Nos 0.00
Two Press Conferences in Japan(1st in Tokyo and 2nd in Osaka) tentatively during April/ May (For Tokyo)
Two Press Conferences in Japan(1st in Tokyo and 2nd in Osaka) tentatively during April/ May (For Osaka)
11.04 All arrangement for making Power Pointpresentation on the above events: Bilingual (Japanese/English)a) All audio-visual equipment (Screen,projector, mic (cordless) for the Dias and Media representativesetc.
itemcode53 1 Nos 0.00
11.05 All arrangement for making Power Pointpresentation on the above events: Bilingual (Japanese/English)b) Back-drop(s) (Bilingual (Japanese/ English))
itemcode54 1 Nos 0.00
11.06 All arrangement for making Power Pointpresentation on the above events: Bilingual (Japanese/English)c) Signages at the venue of press conference
itemcode55 1 Nos 0.00
11.07 All arrangement for making Power Pointpresentation on the above events: Bilingual (Japanese/English)d) Preparation of text in Japanese including graphics of the power point presentation on the basis ofinputs provided by ITPO and presentation of the same in Japanese
itemcode56 1 Nos 0.00
11.08 Arrangement of one professional bilingual MC itemcode57 1 Nos 0.00
11.09 Arrangement of one professional Interpreter itemcode58 1 Nos 0.00
11.1 Lunch/ Dinner for upto 40 persons itemcode59 1 Nos 0.00
11.11 Refreshment(Tea/coffee/ snacks) for up to 40 persons itemcode60 1 Nos 0.00
11.12 Issue of Press Release (bilingual) with photographs immediately thereafter, both through electronicmails and hard copies to select media all over Japan, neighboring countries and India to ensureappropriate and adequate media coverage of the twin events in 3 Phases i.e. pre, during and postevent. The agency will arrange publishing of coverage in 15-20 media (Print + Electronics) bothgeneral and specialized media (daily/periodical)Evidence (both in hard and soft copy) will be produced to ITPO).
itemcode61 1 Nos 0.00
12
13
14 . itemcode62 1 Lumsum 0.00
15 . itemcode63 1 Lumsum 0.00
16 . itemcode64 1 Lumsum 0.00
17 . itemcode65 1 Lumsum 0.00
18 . itemcode66 1 Lumsum 0.00
Note:- 1. ITPO at its own discretion may hold third press conference, if required, using the aforesaid rates. 2. Two sets of evidences/press clippings (Hard and Soft version) in the form of copy of publications/periodicals/screenshots and/or Audio/video tapes/ CDs/DVDs etc. to be submitted for each coverage received in electronic or print media.
SOUVENIRS (Cost of each Souvenier in the ranges of JPY 3000 -3500)Please quote item description below coloumn. (Not to be left blank.)
19
20
21 Networking dinner serving the same menu as for Press Conference for 200 persons along with MC. itemcode67 200 Nos 0.00
23
Total in Figures 0.00
ITPO may select any one of the souvenir based on the requirement. The tentative numbers of souvenir may range from 65-70 nos. The agency has to quote for this item,however, ITPO at its own discretion may or may not execute this work. The souvenirs have to be procured & supplied duly packed in carry bags with handle.
NETWORKING DINNER
Note: - 1. ITPO at its own discretion may hold aforesaid networking dinner, if required, using the aforesaid rates. 2. The numbers of persons will be informed to the agency by ITPO on start of the fair.
1
File No. ITPO/IGF-IHF-17/Pub./2017
INDIA TRADE PROMOTION ORGANISATION
ITPO is inviting online bids through two bid system from the interested
companies/organizations for undertaking (A) Publicity & Allied Services, (B)
Promotion and PR Activities for 38th India Garment Fair and 28th India Home
Furnishing Fair, Osaka (Japan), July19-21, 2017”. Manual bids shall not be
accepted.
b. The tender documents are available on www.eprocure.gov.in and on our
website www.indiatradefair.com (for reference only) and same can be
downloaded as per the schedule as given in CRITICAL DATE SHEET as under..
INDICATIVE CRITICAL DATE SHEET
Published Date 07/03/2017
Bid Document Download Start Date 07/03/2017 by 12.00 noon
Bid Submission Start Date 07/03/2017
Bid Submission End Date 06/04/2017 up to 3.00 PM
Bid Opening Date 07/04/2017 at 3.00 PM
c. Bids shall be submitted online only at CPPP website:
https://eprocure.gov.in/eprocure/app. Tenderers/Contractors are advised to follow
the instructions provided in the ‘Instructions to the Contractors/ Tenders for the
e-submission of the bids online through the Central Public Procurement Portal
for e-Procurement at https://eprocure.gov.in/eprocure/app’. Bid documents may
be scanned with 100 dpi with black and white option which helps in reducing
size of the scanned document.
d. Not more than one tender shall be submitted by one contractor or
contractors having business relationship. Under no circumstance will father and
his son(s) or other close relations who have business relationship with one
another (i.e. when one or more partner(s)/director(s) are common) be allowed to
tender for the same contract as separate competitors. A breach of this condition
will render the tenders of both parities liable to rejection.
2
e. Tenderers who have downloaded the tender from the ITPO’s web site
www.indiatradefair.com and Central Public Procurement Portal (CPPP) website
https://eprocure.gov.in/eprocure/app, shall not modify the tender form including
downloaded price bid template in any manner. In case if the same is found to be
tempered/ modified in any manner, tender will be completely rejected and EMD
would be forfeited and tenderer is liable to be banned from doing business with
ITPO.
f. Intending Tenderers are advised to visit again ITPO website
www.indiatradefair.com and CPPP website https://eprocure.gov.in/eprocure/app
before submission of bids prior to closing date of submission of tender for any
corrigendum / addendum/ amendment.
EMD Payment :
Earnest Money Deposit is to be deposited electronically by NEFT/RTGS in the
account of ITPO at the below mentioned details or DD in favour of ITPO payable
at New Delhi. Bidders are required to submit the details of EMD payment at the
time of Bid Preparation.
BANK Details for EMD Payment through NEFT/RTGS:
Name of the Beneficiary India Trade Promotion Organisation
Name of the Bank HDFC BANK LIMITED
Branch Address
G-3/4, SURYA KIRAN BUILDING,
19, K. G. MARG, NEW DELHI – 110001
Account No. 00031110005078
IFSC Code
HDFC 0000003
PAN NO. (ITPO)
AAATI2955C
The Hard Copy of original instruments in respect of earnest money must be
delivered to : Mr. Vikas Malhotra, General Manager, India Trade Promotion
Organisation, Pragati Bhawan, Pragati Maidan, New Delhi – 110001 (India) on or
before bid submission date/time as mentioned in critical date sheet. Tenderers
shall likely be liable for legal action for non-submission of original payment
3
instrument like DD/RTGS etc., against the submitted bid. Bids will be opened as
per date/time as mentioned in the Tender Critical Date Sheet. After online
opening of Technical-Bid the results of their qualification as well Price-Bid
opening will be intimated later.
Submission of Tender
The tender shall be submitted online in Two parts, viz., Technical bid and
Financial bid. All the pages of bid being submitted must be signed wherever
required, and sequentially numbered by the bidder irrespective of nature of
content of the documents before uploading. The offers submitted by
Telegram/Fax/email shall not be considered. No correspondence will be
entertained in this matter.
Technical Bid
The following documents are to be furnished by the Contractor along with
Technical Bid (Annexure-I) as per the tender document (As applicable):
i) Scanned copy of appropriate valid registration certificate, PAN No as per
the Tender documents.
ii) Scanned copy of average annual turnover document and audited Balance
sheet of last three years.
iii) Scanned copy of experience certificate as per the Tender documents
iv) Scanned Copy of Attested / True copy of Partnership deed as per the
tender documents.
v) Scanned copy of documents like Earnest Money Deposit.
vi) Scanned copy of Tender Acceptance Letter (Annex. – AL)
Financial Bid
(a) Price bid undertaking (Annex. - FB)
(b) Schedule of price bid in the form of BOQ_XXXX.xls
4
Annexure - FB
FINANCIAL BID UNDERTAKING
(To be given on Company Letter Head)
From:
(Full name and address of the Bidder) ______________________
To,
______________________
Dear Sir/Madam,
1. I submit the Price Bid for “Construction, decoration and allied services for
38th India Garment Fair and 28th India Home Furnishing Fair, Osaka (Japan), July,
19-21, 2017” and related activities as envisaged in the Bid document.
2. I have thoroughly examined and understood all the terms and conditions
as contained in the Bid document, and agree to abide by them.
3. I offer to work at the rates as indicated in the price Bid, inclusive of all
applicable taxes except Service Tax.
Authorized Signatory
(Signature of the Authorized Person)
5
Instructions for Online Bid Submission:
The bidders are required to submit soft copies of their bids electronically on the
CPP Portal, using valid Digital Signature Certificates. The instructions given below
are meant to assist the bidders in registering on the CPP Portal, prepare their
bids in accordance with the requirements and submitting their bids online on the
CPP Portal.
More information useful for submitting online bids on the CPP Portal may be
obtained at: https://eprocure.gov.in/eprocure/app.
REGISTRATION
1) Bidders are required to enroll on the e-Procurement module of the Central
Public Procurement Portal (URL: https://eprocure.gov.in/eprocure/app) by clicking
on the link “Online bidder Enrollment” on the CPP Portal which is free of charge.
2) As part of the enrolment process, the bidders will be required to choose a
unique username and assign a password for their accounts.
3) Bidders are advised to register their valid email address and mobile
numbers as part of the registration process. These would be used for any
communication from the CPP Portal.
4) Upon enrolment, the bidders will be required to register their valid Digital
Signature Certificate (Class II or Class III Certificates with signing key usage)
issued by any Certifying Authority recognized by CCA India (e.g. Sify / nCode /
eMudhra etc.), with their profile.
5) Only one valid DSC should be registered by a bidder. Please note that the
bidders are responsible to ensure that they do not lend their DSC’s to others
which may lead to misuse.
6) Bidder then logs in to the site through the secured log-in by entering their
user ID / password and the password of the DSC / e-Token.
SEARCHING FOR TENDER DOCUMENTS
1) There are various search options built in the CPP Portal, to facilitate
bidders to search active tenders by several parameters. These parameters could
include Tender ID, Organization Name, Location, Date, Value, etc. There is also an
6
option of advanced search for tenders, wherein the bidders may combine a
number of search parameters such as Organization Name, Form of Contract,
Location, Date, Other keywords etc. to search for a tender published on the CPP
Portal.
2) Once the bidders have selected the tenders they are interested in, they
may download the required documents / tender schedules. These tenders can be
moved to the respective ‘My Tenders’ folder. This would enable the CPP Portal to
intimate the bidders through SMS / e-mail in case there is any corrigendum
issued to the tender document.
3) The bidder should make a note of the unique Tender ID assigned to each
tender, in case they want to obtain any clarification / help from the Helpdesk.
PREPARATION OF BIDS
1) Bidder should take into account any corrigendum published on the tender
document before submitting their bids.
2) Please go through the tender advertisement and the tender document
carefully to understand the documents required to be submitted as part of the
bid. Please note the number of covers in which the bid documents have to be
submitted, the number of documents - including the names and content of each
of the document that need to be submitted. Any deviations from these may lead
to rejection of the bid.
3) Bidder, in advance, should get ready the bid documents to be submitted
as indicated in the tender document/ schedule and generally, they can be in PDF
/ XLS/ RAR / DWF/JPG formats. Bid documents may be scanned with 100 dpi
with black and white option which helps in reducing size of the scanned
document.
4) To avoid the time and effort required in uploading the same set of
standard documents which are required to be submitted as a part of every bid, a
provision of uploading such standard documents (e.g. PAN card copy, annual
reports, auditor certificates etc.) has been provided to the bidders. Bidders can
use “My Space” or ‘’Other Important Documents’’ area available to them to
upload such documents. These documents may be directly submitted from the
“My Space” area while submitting a bid, and need not be uploaded again and
again. This will lead to a reduction in the time required for bid submission
process. However, it may be noted that the documents available in “My Space”
7
will not be visible/ valid for evaluation, till the time required documents are not
uploaded/ attached to the bid.
SUBMISSION OF BIDS
1) Bidder should log into the site well in advance for bid submission so that
they can upload the bid in time i.e. on or before the bid submission time. Bidder
will be responsible for any delay due to any kind of issues.
2) The bidder has to digitally sign and upload the required bid documents
one by one as indicated in the tender document.
3) Bidder has to select the payment option as “offline” to pay the tender fee/
EMD as applicable and enter details of the instrument.
4) Bidder should prepare the EMD as per the instructions specified in the
tender document. The original should be posted/couriered/given in person to the
concerned official, latest by the last date of bid submission or as specified in the
tender documents. The details of the DD/any other accepted instrument,
physically sent, should tally with the details available in the scanned copy and the
data entered during bid submission time. Otherwise the uploaded bid will be
rejected.
5) Bidders are requested to note that they should necessarily submit their
financial bids in the format provided on e-Tendering portal and no other format
is acceptable. If the price bid has been given as a standard BoQ format with the
tender document, then the same is to be downloaded and to be filled by all the
bidders. Bidders are required to download the BoQ file, open it and complete the
white coloured (unprotected) cells with their respective financial quotes and other
details (such as name of the bidder). No other cells should be changed. Once the
details have been completed, the bidder should save it and submit it online,
without changing the filename. If the BoQ file is found to be modified by the
bidder, the bid will be rejected.
6) The server time (which is displayed on the bidders’ dashboard) will be
considered as the standard time for referencing the deadlines for submission of
the bids by the bidders, opening of bids etc. The bidders should follow this time
during bid submission.
7) All the documents being submitted by the bidders would be encrypted
using PKI encryption techniques to ensure the secrecy of the data. The data
8
entered cannot be viewed by unauthorized persons until the time of bid opening.
The confidentiality of the bids is maintained using the secured Socket Layer 128
bit encryption technology. Data storage encryption of sensitive fields is done.
Any bid document that is uploaded to the server is subjected to symmetric
encryption using a system generated symmetric key. Further this key is subjected
to asymmetric encryption using buyers/ bid opener’s public keys. Overall, the
uploaded tender documents become readable only after the tender opening by
the authorized bid openers.
8) The uploaded tender documents become readable only after the tender
opening by the authorized bid openers.
9) Upon the successful and timely submission of bids (i.e. after Clicking
“Freeze Bid Submission” in the portal), the portal will give a successful bid
submission message & a bid summary will be displayed with the bid no. and the
date & time of submission of the bid with all other relevant details.
10) The bid summary has to be printed and kept as an acknowledgement of
the submission of the bid. This acknowledgement may be used as an entry pass
for any bid opening meetings.
ASSISTANCE TO BIDDERS
1) Any queries relating to the tender document and the terms and conditions
contained therein should be addressed to the Tender Inviting Authority for a
tender or the relevant contact person indicated in the tender.
2) Any queries relating to the process of online bid submission or queries
relating to CPP Portal in general may be directed to the 24x7 CPP Portal
Helpdesk Number 0120-4200462, 0120-4001002 Mobile : +91 8826246593 and E-Mail : support-eproc[at]nic[dot]in.
9
Annexure - AL
TENDER ACCEPTANCE LETTER
(To be given on Company Letter Head)
Date:
To : _____________________
Sub. : Acceptance of Terms & Conditions of Tender.
Tender Reference No. : ________________________
Name of Tender / Work :- _____________________________________________
Dear Sir,
1. I/ We have downloaded/ obtained the tender document(s) for the above
mentioned ‘Tender/ Work’ from the web site(s) namely:
____________________________________________________ as per your advertisement, given
in the above mentioned website(s).
2. I/ We hereby certify that I/ we have read the entire terms and conditions
of the tender documents from Page No. _______ to ______ (including all documents
like Annexure(s), schedule(s), etc .,), which form part of the contract agreement
and I / we shall abide hereby by the terms / conditions / clauses contained
therein.
3. The corrigendum(s) issued from time to time by your department/
organisation too has also been taken into consideration, while submitting this
acceptance letter.
4. I/ We hereby unconditionally accept the tender conditions of above
mentioned tender document(s) / corrigendum(s) in its totality / entirety.
5. I/ We do hereby declare that our Firm has not been blacklisted/ debarred
by any Govt. Department/ Public sector undertaking.
6. I/ We certify that all information furnished by the our Firm is true &
correct and in the event that the information is found to be incorrect/untrue or
found violated, then your department/ organisation shall without giving any
10
notice or reason therefore or summarily reject the bid or terminate the contract,
without prejudice to any other rights or remedy including the forfeiture of the full
said earnest money deposit absolutely.
Yours Faithfully,
(Signature of the Bidder, with Official Seal)
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Subject : Consolidated Bid for (A) Publicity & Allied services, (B)Promotion
and PR activities for 38th India Garment Fair 2017 and 28th India
Home Furnishing Fair 2017, Osaka, Japan, July 19-21, 2017
INTRODUCTION
India Trade Promotion Organization (ITPO) is a nodal agency of the Government
of India (GOI) for promoting trade. To meet its objectives, ITPO organizes trade
fairs, exhibitions and conventions in India and abroad including specialized trade
fairs, India shows, buyer seller meets, market surveys, etc.
ITPO will organize 38th India Garment Fair (IGF) and 28th India Home Furnishing
Fair (IHF) as twin events at Mydome Osaka, (Japan) from July 19-21, 2017.
The 2017 editions of twin events IGF/IHF are being organized in Halls 3EF, and
2BCD at two levels - 2nd and 3rd floor in a gross area of 3836 sq. meters and
foyer area at Mydome Osaka. Over 100 Indian exhibitors will showcase their
products, trends and innovations to sizeable trade visitors from Japan.
PRODUCT PROFILE
India Garment Fair 2017 - Men’s wear, Women’s wear, Children’s wear, Fashion
accessories (Shawls, Stoles, Belts, Bags, etc.), Leather Garments, Fabrics for
Garments.
India Home Furnishing Fair 2017 – Home Furnishings and Made-ups, Cushion
covers, Floor Mat Curtains & Embellishments, Bed Linen/ Bed Covers/ Spreads,
Table linen, Kitchen linen, Bathroom linen, Napkins, Durries, Rugs, Interior Fabrics,
Handloom clothing, Textile Based Handicrafts and other allied products etc
ITPO is inviting bids from the interested companies/ organisations for
undertaking following two activities:-
(i) Publicity & Allied Services and
(ii) Promotion & PR activities for the above twin shows.
1. OBJECTIVES
1.1 To create more awareness and increase in footfall amongst the buyers of
apparels, garments and home furnishings etc. spread all over Japan with a
view to evince their interest so that they visit the fair to source their
requirements.
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1.2 To get buyers from all regions of Japan and not only from Osaka/Nagoya
regions.
1.3 Getting adequate media coverage at all stages of the event, i.e. pre, during
and post. Besides getting coverage in the daily newspapers, specialized
magazines and other print media, ITPO also desires adequate exposure in
the electronic media and online social media.
1.4 Meeting the requirement of adequate manpower for various
functions/tasks.
1.5 To have a complete bilingual database of the i) buyers contacted/ tele-
marketed, ii) actual buyers visited/ registered, iii) press and media
contacted/invited, iv) details of press and media, who actually visited the
various press conferences, and v) The complete list with the name of
publication, date of publication, page of publication, e-mail address of
publication in which the twin events are advertised/covered. Further, it is
important that the said bilingual data base, which will be provided in hard
and soft copies, shall not be used by the agency for any reasons
whatsoever. The said data base as produced shall be the property of ITPO.
Accordingly, the selected agency shall be responsible to ensure that
maximum number of buyers visit this event. Last year the footfall of 2289
buyers was recorded, therefore, the selected agency has to ensure there
should be increase in the number of buyers.
1.6 To have completely bilingual directory/directories of the two events.
1.7 To have a completely bilingual website of the twin events with hyperlinks
to other relevant websites including ITPO-New Delhi, Embassy of India,
Tokyo and Consulate General of India, Osaka.
1.8 To increase the number of supporting organizations and enhance the
scope of support.
2. SCOPE OF WORK
PART A : PUBLICITY & ALLIED SERVICES
2.1 Print Media :
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i) The Agency will prepare advertisement materials/ design in Japanese
language from the basic design as prepared by ITPO. The basic design is in
English language and as shall be provided is in colour. The agency shall be
provided the PDF/working file of the basic design in pen drive/ CD. The
base design for 2017 edition is attached at enclosures. The agency will
arrange advertisements, as per specified size in colour in the following
Newspapers/ Magazines/ Trade Journals.
Sl. No. Particular Black & white/Colour
(size)
No. of
Insertion
1. Sen-I News H140 mm x W 250 mm 2
2. Senken Shimbun H 175 mm x W 250 mm 2
3. Shinso-Living-Times H 168 mm x W 185 mm 2
4. Home Living H 100 mm x W 240 mm 2
5. Interiors Business News H 97 mm x W 113 mm 2
6. Asian Textile Business H 130 mm x W 185 mm 2
ii) Creative development/ preparation of designs of all publishing/ printing
material.
iii) The agency shall procure sufficient copies of the publication(s) of the
date(s) in which the advertisement(s) will appear for distributing to the
members of press and other government officials during – i) Press
Conference, ii) Inauguration preferably on 19th July, 2017 and also iii) for
keeping in VIP Room for VIP visitors during the tenancy of the fair (July
19-21, 2017). However, while submitting the final bills, two more copies
each of the publications shall have to be attached as evidence at the time
of presentation of the final bill to ITPO, New Delhi.
iv) Some newspapers/ magazines offer 1+1 services and complimentary online
advertisement as package advertisement. The agency shall try to avail of
the same wherever possible and the payment towards complimentary
advertisement is not to be charged. Agency may suggest scheduled date
of advertisements in the above newspapers/ magazines for approval of
ITPO before releasing. Even the final artwork/ matter will need the
approval of ITPO.
v) Online advertisement by having a static banner and/ or 1st click will be
made in the in the home page of the website/ portals, in the newspapers/
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magazines where advertisements will be released, for a period of 60 days
during June - July 2017. Hard copies of the screen shots of the banner(s)
shall be required to be submitted. Links have to be e-mailed on regular
basis to ITPO.
vi) On the click of the advertisement banner, the query should reach the
website/ e-mail inbox of the agency. The same should be attended to
within 3-4 days, after consulting with ITPO, if required. This should
continue till 30th July, 2017. All the data-base of such queries shall be
maintained confidential and passed on to the ITPO after conclusion of the
event both in hard and soft version. Copies of the e-mails received and
referred have to be sent to ITPO.
2.2 Digital Marketing : Theagency will run a digital and social media
campaign at all the stagesi.e. pre event, during the event and post event,
with a view to create awareness and invite buyers from all regions of
Japan. The agency will at least carry out the following activities :-
(i) Create, manage and maintain the bilingual (English and Japanese) website
for both the events with minimum of 10 pages each. The website shall
have hyperlinks with websites of Embassy of India, Tokyo, CGI (Osaka),
ITPO’s main website, etc. The website has to be maintained all along
during the currency of the contract. The queries raised on the website will
be replied in English/ Japanese as per the case within 4-5 days after
consultation with ITPO, if required. Translated copies of all e-mails/ queries
received and replied have to be forwarded to ITPO.
(ii) Promote and publicize the event through the mechanism of social media
by carrying out following activities :-
a) The Agency shall be responsible to promote twin fairs on various
social media platforms. The promotion of the fairs should be
campaigned in such a manner that the community/ target
audience of the fairs be strategically reached out popularizing the
fairs.
b) The Agency shall be responsible for Digital Content Creation. The
work inter-alia includes designing creatives – banners, Facebook,
ads, etc. to promote the event, create relevant promotional
material to draw people to the ITPO social media site and the
event.
c) The content will be initially drafted in English and translated to
other Japanese language as per need.
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d) Regularly upload posts on chosen social media platforms.
e) Compilation and coordination of news, events and community
involvement postings within social media.
f) Select and upload images that increase curiosity and engagement
amongst people.
g) Design creative piece in accordance with fair specific campaigns
and adapt them to social media platforms.
h) Curate topics on relevant Hash (#) TAGS on digital platform.
i) All these activities are continuous activities and will be executed
from time-to-time.
j) Provide accurate, complete, polite, and prompt response and
feedback mechanism to users via social media platforms. The
agency shall gather inputs from users and respond back to their
requests, queries, suggestions, etc. User interaction would initially
be done in English/ Japanese.
k) The agency will monitor the conversation management by proper
tracking mechanism to track conversations relating to India Trade
Promotion Organisation.
l) The agency should take paid media and non-paid media activities
and ensure that at least 2000 nos. of hits/ likes/ tags be outcome
of this social media campaign.
m) Integrate social media with the official portal (web-based) and
vice-versa by coordination with the ITPO’s web maintenance
agency.
n) Submit ‘Effectiveness Analysis Reports’ to the ITPO. The agency
must submit a detailed analysis on the steps undertaken for
promotion on the Social Media Platforms and the results achieved.
(iii) Direct Mailing & Telemarketing :
a) The agency will procure database of 1000 potential buyer for the
product profile of Garment and Home Furnishing. The agency shall
submit the copy of invoice against procurement of database to ITPO
for its reimbursement in the final bill.
b) ITPO will provide the old database of approx. 4000+ buyers who
needs to be contacted through e-mail. This will be in addition to the
latest database of 1000 potential buyers which the agency will
procure specifically for this event. The purpose of e-mail
announcement and e-mail reminder is to ensure that the footfall of
buyers be increased.
c) The agency shall send the invitee of opening ceremony and visit to
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the twin event(s) through post to 200+ VIP dignitaries and 500
important buyers respectively. The documentary proof of the postal
charges is to be submitted by the agency.
d) Telemarketing: Telemarketing to 5000 buyers be made at least 10-
15 days prior to the event(s) to ensure a higher footfall of buyers
from different regions of Japan.
e) ITPO needs evidence preferably both in hard & soft versions of the
direct mailing, reminders sent through e-mails and documentary
proof of telemarketing. Please suggest how the sameshall be
provided. If not possible please state so.
2.3 Printing - Translation, Page setting and Printing after approval of ITPO
Adaption of the design & printing of following materials from the basic
design in colour to be provided by ITPO
i) Flyers (Multi-colour) – The agency will ensure distribution of Flyers to the
important buyers through postal services as well as the Flyers will be make
available at various important supporting organisations and at the venue.
ii) Admission Card including Badges (English/ Japanese), PVC Pouch, Nylon
Strip with Fair Name (Lanyard) for Exhibitors/ Importers/ Wholesalers/
Buyers/ Service Providers
iii) Registration Form (English/ Japanese)
iv) Buyers Feedback Form (English/ Japanese)
v) Publicity Poster [size : W 514 mm x H 728 mm] :- The publicity posters as
shall be printed shall be displayed in the offices of the agency and all
supporting organisations, at least one month in advance. It will be worth, if
all these supporting organisations could publish the details of these twin
events in their circular letters/ newsletters. Some of the organizations,
which have supported the twin events in the past are listed in the
enclosures.
vi) Invitation card with Envelop (Japanese) for Opening Ceremony
vii) Invitation card with Envelop (English/ Japanese) for visit to the twin event
to the most important buyers
(Samples as per enclosures and quantities specified/ mentioned in the Financial
Bid document)
2.4 Fair Catalogue with size: 5”x8.5”
(i) Translation, Page setting and Printing after approval of ITPO : The ITPO
proposes to publish bilingual fair directory (English/ Japanese) for the two
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events. The inputs will be provided in English which needs to be translated
and the services of the following shall be required to be provided :-
a) Incorporation of Japanese language in the cover page as per design
of ITPO [2 Pages]
b) Fact-Sheets [Approx. 1 page]
c) Locational map of MYDOME,OSAKA [Approx. 1 page]
d) Write up of ITPO/ Home furnishing industry/ Garment industry
[Approx. 2-3 pages each]
e) Alphabetical list and details of exhibitors in Japanese language along
with brief products profile of each exhibitor in the directory.
[Approx. 100 pages – Mainly include translation work of Company
Name, Product Profile & Export Market Area]
f) Message of CMD,ITPO [Approx. 1 pages]
g) Message of Embassy of India/CGI, Japan [Approx. 2 pages]
h) Messages of other organizations [Approx. 12 pages]
i) Any other documents for translation into Japanese language (Approx
10-15 pages)
Sending of all the above document well in time to ITPO, New Delhi for
printing, if executed by ITPO.
(ii) Printing : ITPO mayexecute the printing of Fair Catalogue work through
the selected agency. The printing of Fair Catalogue will be in the size:
5”x8.5” containing approx. 120 pages including cover (Text: 24 pages
Colour and the rest in Black & White), Cover - 300 GSM art card and text -
100 GSM art paper. The bidder is require to quote for this line item,
however, ITPO at its on-discretion may decide whether to execute or not
this line item. The payment to the agency will be based on the actual
work executed by the firm.
2.5 Photography and Video Coverage Services:
(i) The agency shall arrange services of photographer (still photography)
and Video coverage to cover opening ceremony/ VIPs visit/ display
booths & theme and other occasion during the entire duration of the
event. The printing and album creation of photographs to be submitted
along with soft copy (CDs/DVDs) in high resolution as well as low
resolution are given in the financial form. The video coverage of each
event should be in full HD format (without editing) – to be given in
DVD as well as in pen drive. One each 4-5 minutes edited version of
video CD for each event, i.e. inauguration, press conference, VIP visit
18
etc.
2.6 Deployment of Manpower :
i) Provide manpower/girl guides/ local staff/ interpreters as per needs. They
should have adequate fluency to read, write and speak in both Japanese
and English (knowledge of Hindi preferred). The required manpower shall
be for the following purposes. The rate for each purpose may be quoted.
The number required is indicated here below. However, this may change
nearer the event and the exact requirement will be provided only 4-5 days
before the inauguration of the event.
a) Bilingual Interpreters : 16 Nos.
b) Senior Interpreter for supervising as well as for office work : 2 Nos.
c) Computer literate bilingual staff for registration desks/ office work: 2
Nos.
ii) The agency shall provide ITPO the complete details of all the manpower
provided/ deployed/ engaged for various activities/services under this bid
document. The complete details include name, male/female, age, address,
e-mail id, mobile/ telephone number. If possible, a photocopy of their
personal identification is to be provided for records. In case the manpower
is arranged through any other agency (outsourcing), then the complete
details of the agency has to be provided, which will be responsible for the
manpower engaged/ deployed. (Please see clause 4.9 of the terms &
conditions).
iii) During the event, all the manpower engaged for the event shall mark their
attendance and the agency shall be responsible for giving the attendance
records with signatures. The same (attendance record/statement) shall be
got countersigned by the designated ITPO official everyday both in the
morning and in the evening. Each interpreter shall maintain a log sheet of
the work performed (giving the booth number of the company which
availed of the services of the interpreter and the duration of the service).
The fair officer/ ITPO team shall have the liberty to assign any interpreter
at any floor or at the registration desk/ VIP room/ on the official telephone
etc.
iv) To assist at registration desks, collection of Registration forms, giving
badges to the Buyers, if so required and collection of feedback forms from
Buyers, Data entry, Submission of mailing reports etc.
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v) The payment will be made for actual deployment of manpower at the unit
rates quoted in the bid.
2.7 Promotion through FM and Airport Hoarding
ITPO may publicize the twin event on FM Radio locally for the duration of
15 days with 4 slots on prime time (2 each in the morning and evening on
each day) from July 05 onwards and through hoardings at Airport in Osaka
preferably at the exit points for a duration of 30 days starting from June
20, 2017 onwards. The bidder is require to quote for this line item,
however, ITPO at its on-discretion may decide whether to execute or not
this line item.
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2.8 Buyers Feedback Surveys :
To be conducted during all the 3 days of the event(s), i.e. on 19th, 20th and
21st of July, 2017. The designing of the feedback form (English/ Japanese)
will carried-out in consultation with ITPO, getting it filled from buyers and
a brief analysis and recommendations have to be enclosed in the final
report. All the feedback form as shall be collected will be the property of
ITPO.
Assisting ITPO in coordinating with other Government bodies/ organisation/
agencies :
i) Liaison with Consulate General of India, Embassy of India, Tokyo, Japan
and various organizations of the Japanese Government for their support to
the twin event. Arrange messages from supporting organisations and
forward the same along with the photograph of the concerned official in
Japanese and English to ITPO, New Delhi. These messages will be used for
Fair catalogue.
ii) Liaison with VIPs, dignitaries, construction agency for opening ceremony
including Messages and ribbon cutting). The agency has to invite VIPs,
dignitaries for the inauguration ceremony on behalf of ITPO with the
approval of CGI, Osaka and ITPO. Preparation of bilingual minute-to-
minute programme for the opening ceremony and distribution of the same
to all the visitors/invitees.
iii) Assist in booking of hotels/ apartments accommodation with special/
discounted rates for ITPO officials/ exhibitors.
iv) Assist in coordination with various authorities in Japan for smooth conduct
of business in events and other activities planned, e.g. press conferences,
etc.
v) Liaison with supporting organizations like JETRO, Osaka Authorities, Venue
Management, Trade Associations, Chambers of Commerce, Importers
Associations etc. Meetings of above organization may also be fixed with
ITPO officers as and when required.
vi) To arrange for one Courier Agency on the closing day (July 21, 2017 after
2 pm onwards) for assisting Exhibitors in shipment of their exhibits/
21
goods/ material to the destination required. The payments will be collected
by the Courier Agency directly from the Exhibitors. Space will be provided
by ITPO on the closing day.
22
Part B : Press Conference/ Media Coverage and other services
Scope of work
2.9 Press Conferences
(i) ITPO may hold two press conferences preferably at Tokyo and Osaka
(sometime in May or Jun). The agency shall organize the required work for
holding two press conferences including booking of the venue, preparation
of press kit folder in Japanese and English language, power point
presentation of the Event, Writing Pad & Pen, arrangement of MC,
lunch/dinner/refreshment for upto 40 persons at each venue.
(ii) The agency shall invite Japanese eminent media persons/ journalists
(Electronic and Print) (preferably Tokyo and Osaka based) for press
conference and media coverage for the above twin events. The agency
shall ensure at least 30 Japanese eminent media persons/ journalists must
attend the press conference for adequate coverage in the print and
electronic media. The details of invitee’s vis-a-vis attendees shall be
submitted to ITPO.
(iii) Inviting and organizing visits of senior officials of supporting organizations
and other dignitaries to the press conference and fairs. Issuing of press
releases of their visits along with photo/video coverage and follow up with
the media to ensure some coverage.
(iv) The agency shall ensure adequate coverage of the press conference and
about the event in Print & Electronic media. Minimum of 10-15 coverage
in print and electronic media shall be mandatory for both, press
conference and during the currency of the events. The media may be a mix
of publications/ newspapers/ periodicals/ dailies (general & specialized). 2
sets of evidences/press clippings (Hard and Soft version) in the form of
copy of publications / periodical / screens and / or audio / video tapes /
CDs / DVDs etc. to be submitted with the bills.
(v) Arrange services of photographer (still photography) as well as video
coverage to cover both press conference(s). Albums of 30 printed
photographs of the press conferences to be submitted. In addition the soft
copy (CD/DVD) of all photographs and video coverage in high resolution
as well as low resolution be submitted.
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(vi) Continued PR and Press activities for up to 3-4 months for the event to
ensure adequate interest of the Japanese Press & media (Print &
Electronics) to ensure appropriate coverage of the twin events. The likely
coverage which can be generated during each of the three phases i.e. pre
fair, during the fair and post fair may be indicated.
2.10 Souvenir:
ITPO may provide a souvenir to the eminent media persons/ journalists
during the press conference(s) and/or Opening Ceremony. The agency has
to provide 4-5 alternatives with photographs of each gift and in a
paper/cloth/jute bag of souvenir amounting to the range of Japanese Yen
3000-3500 each. ITPO may select any one of the souvenir and based on
the requirement as specified by ITPO, the agency shall procure and
distribute the souvenir on behalf of ITPO. The tentative numbers of
souvenir may range from 65-70 nos. The agency has to quote for this item
in their financial bid, however, ITPO at its own discretion may or may not
execute this work. The souvenirs have to be procured & supplied duly
packed in carry bags with handle. (This gift hamper will be in addition to
the press kits, which has to be provided by agency appointed as a part of
this contract.
2.11 Networking Dinner:
ITPO may host a networking dinner serving the same menu asfor Press
Conference for approx. 200 persons alongwith MC. The agency has to
organize hosting of this networking dinner preferably near the fair venue.
The agency has to quote for organizing networking dinner, however, ITPO
will be at its discretion to host or not to host this networking dinner. In
case, ITPO decides to the host this networking dinner, the agency will be
paid based on the actual numbers on the quoted rates. The agency has to
raise the bills for this item along with the required documentary proof.
3. ELIGIBILITY CRITERIA
Agencies having the following criteria shall be eligible for making the bids
on turnkey basis.
3.1 Must be a registered business entity/service provider in Japan (directly or
indirectly) or should have a Japanese associate. The Japanese
24
company/counterpart/associate must have an office in Osaka/Kobe region
besides other cities of Japan. Documentary evidence to that effect will be
required. Registration no. of TAN/Direct tax/Income tax/Trade
Tax/VAT/GST, etc. as applicable in India/Japan may be quoted along with
similar/applicable numbers/details of Japanese associate in the format of
technical bid.
3.2 Minimum average annual turnover Yen50.00 million/`30.00 million for
the last 3 years. Proof of average annual turnover from the auditor or
chartered accountant or any other empowered authority must be attached.
In case it is joint offer, the turnover of Indian company & Japanese
associate will be considered separately.
3.3 Japanese companies even if they do not have associate in India can
directly participate in the bid. There is no condition to have an associate in
India for Japanese companies.
3.4 A minimum of 2 years experience in publicity, event management,
promotion and PR work etc in trade fairs/ International events organized
outside India and for Japanese companies they should have experience
preferably of an international event of an international client. List of major
events undertaken and clients with whom they have worked in the past
must be uploaded in the technical bid.
3.5 The agency should have successfully executed at least one (1) similar
nature of work i.e. execution of publicity/ event management/ promotion
and PR work etc. in trade fairs/ International events for a minimum value
of Japanese Yen 10 million/ Indian Rupees Five (5) million. Proof of
successful completion of work along with the work order/ contract/ order
details be submitted. In case, the successful completion certificate is not
issued by the client, the agency may submit the proof in form of total
payment received as mentioned in the work order.
4. TERMS & CONDITIONS
4.1 The approved bidder will work under the directions and guidance of the
ITPO. It shall be the sole responsibility of the Agency to ensure all activities
undertaken by them for ITPO are in accordance with the law of land i.e.
Japan.
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4.2 Rates should be quoted in Japanese Yen only inclusive of all taxes, etc.
4.3 Interested eligible agency may submit their bids (technical and Financial)
with supporting documents including earnest money (EMD) of Japanese
Yen 3,50,000/- or Rs 2,00,000/- in the form of a demand draft drawn in
favour of India Trade Promotion Organization payable at New Delhi or
electronically via RTGS/NEFT, to ITPO’s bank accounts, as per given details .
Earnest Money Deposit (EMD) submission is essential and without EMD,
the bid offer will be summarily rejected and the technical/financial bids will
not be opened. The EMD will be refunded to the un-successful bidder(s)
after the selection of the vendor/agency. The EMD will be refunded to the
successful bidder only after submission of performance security.
Misrepresentation of facts/withdrawals of bids will lead to forfeiture of
EMD.
4.4 PERFORMANCE GUARANTEE
a) The agency shall submit Performance Guarantee @ 5% (five percent)
of the tendered amount in addition to other deposits mentioned elsewhere
in the contract for his proper performance of the contract agreement
(notwithstanding and without prejudice to any other provisions in the
contract) within 7 days from the date of issue of letter of acceptance.
b) This guarantee shall be in the form of Bank Guarantee/bankers
cheque /demand draft /pay order of any scheduled bank. The performance
guarantee shall be valid up to 31.07.2018. After full satisfaction of the
work, the performance guarantee shall be returned to the Agency without
any interest.
c) In the event of the contract being determined or rescinded under
provision of any of the clauses of the agreement, the performance
guarantee shall stand forfeited in full and shall be absolutely at the
disposal of ITPO.
4.5 The visitor database in the softcopy as well as in the hard copy
will be submitted to ITPO on a daily-basis and a comprehensive report
soon after the completion of the Event. All databases are to be treated as
confidential and these are to be handed over to ITPO only. An undertaking
26
needs to be provided that the information will not be given to any other
party / agency.
4.6 The agency shall submit the database procured immediately after
completion of the events. Upon termination of the agreement, the agency
shall transfer, assign and make available to ITPO all property and materials
in their possession, generated/procured in connection with these events.
4.7 While sending the invites/ mailers all and while issuing the press releases
the agency has to ensure that ITPO logo, address, ITPO’s website etc. is
mentioned along with the website of the event as shall be hosted, to make
it clear that ITPO is the organizer of twin events. In the local contact,
address, the offices of the CGI, Osaka-Kobe region may be mentioned
along with the Govt. of India logo, if required. The agency shall refrain
from publicizing their name and address at the cost of this project/event.
However, after specific approval from ITPO, wherever required, they may
mention their name as official PR agency/facilitator of the event.
4.8 The agency will submit the bills along with documentary proof in original
for the job relating to newspaper/ magazines advertisements, printing,
online promotion, etc. for releasing the payment.
4.9 All materials relating to design for printing, advertisement, online
promotion, has to be approved by ITPO team before use, wherever
possible.
4.10 Agency will ensure that the manpower engaged for Event/ jobs should be
in line with the local laws. Further, submission of the bid implies that the
Agency indemnifies ITPO against any claim whatsoever.
4.11 The Agency is required to numbering and sign each page of the bid
document as well as other enclosures by the authorized signatory.
Authorization letter is to be enclosed.
4.12 ITPO reserves the right to appoint different agencies for different services
envisaged in the offer/bid.
4.13 ITPO requires that bidders under this contract to observe the highest
standards of ethics during the period of agreement and should be free
from any vigilance enquiry. Any false/ misleading information would lead
27
to cancellation of the work award. The bidders have to bear the cost
associated with the preparation and submission of bid documents at ITPO,
New Delhi.
4.14 ITPO will reject a proposal for award of work if it is determined that the
Applicant recommended for award has engaged in corrupt or fraudulent
practices in competing for the contract in question.
4.15 ITPO will declare an Applicant/ Bidder ineligible, either indefinitely or for a
stated period of time, to be awarded a contract/ contracts, if at any time, it
determines that the Applicant/ Bidder has engaged in corrupt or
fraudulent practices in competing for, or in executing the contract.
4.16 Agency will indemnify ITPO against any claims, loss, suit, liability or
judgment suffered or likely to be suffered.
4.17 ITPO reserves the right to :
i) To engage services of any other organization including Air India,
Tourism offices of Govt. of India or anyone else to sponsor or partly
sponsor any of the activity or activities for promoting the events.
ii) Make minor changes in the Publicity plan or Scope of work.
(Envisaged in Part A and Part B)
iii) Extend the deadline for the submission of applications/bid
documents at its discretion.
iv) Accept or reject any proposal at any time prior to award of
contract/order, without assigning any reasons and without any
liability on ITPO.
v) Suspend the project; cancel the contract with the selected party in
part or in the whole at any time if in the opinion of the ITPO it is
necessary or expedient in the public interest. The decision of the
ITPO shall be final and binding in this regard. ITPO shall also not be
responsible for any damage or loss caused or arisen out of aforesaid
action.
vi) Modify terms and conditions of the contract which shall be granted
to the successful bidder after the bidding process, if in the opinion
of the ITPO, it is necessary or expedient to do so in public interest
or for proper implementation of the project. The decision of the
28
ITPO shall be final and binding in this regard.
vii) The Agency is requested to quote for all items of the financial bid
contained in two parts, i.e. (i) Part ‘A’ & (ii) Part ‘B’ as per Scope of
Work. However, ITPO shall have right to appoint different agencies
for different services envisaged in the scope of work. However,
Agency will be paid only for the services actually rendered and as
per unit rates / amount quoted in the bid.
4.18 For interpretation of any clause of this document, the decision of ITPO
would be final and binding on the bidder. Selected images/material of the
last event are annexed for reference purpose only.
4.19 The agency shall submit the bill along with all the documentary evidence,
photographs, albums, press clippings, advertisements etc., including the
sample copies of printed material latest by August 31, 2017 in order to
timely processing the bills for release of payments.
4.20 Based on the performance of the Agency, the contract for award of work
for the next edition of both the events, namely, India Garment Fair and
India Home Furnishing Fair to be held in July 2018 may be renewed on
same rates and terms and conditions, if agreeable to the Agency but
before the release of payments of the current edition or on before October
31, 2017.
4.21 The agency shall maintain a functional site office at the venue for 4 days,
i.e. 18th to 21st July, 2017 for which appropriate space will be provided by
ITPO/venue authority. The agency shall have adequate supply of office
material, stationery, laptop with wi-fi support/ internet connection. The
office should be adequately manned and have sufficient other resources so
as to ensure telemarketing, reply to the telephonic enquiries, organize and
follow-up for the visits of senior government officials and other dignitaries,
issue of press releases, so that media contacts may be maintained by
telephones/e-mails or through personal visit to conference venues,
supporting organizations, media houses etc.
5. GENERAL TERMS & CONDITIONS
5.1 Prices quoted will be inclusive of all taxes.
5.2 Only online tenders received as per bid documents will be considered.
Tenders received through other modes like Fax and email/scan copy shall
29
not be eligible for consideration. The tenders received after due time and
date shall not be considered and shall not be opened. These will be
returned unopened.
5.3 In the event that more than one bidder submits equal bids, ITPO’s decision
will be final and binding.
5.4 The bidder should not have been black-listed by any Govt. agency of India.
In all such cases, the tender would be rejected and their earnest money so
deposited would be forfeited.
5.5 EMD is to be deposited electronically by NEFT/RTGS in the account of
ITPO as per details mentioned in the Tender Document or through DD in
favour of India Trade Promotion Organisation payable at New Delhi.
Bidders are required to submit the details of EMD payment at the time of
Bid Preparation.
5.6 ITPO reserves the right to reject any or all the tenders received without
assigning any reason. All tenders in which any of the prescribed condition
is not fulfilled or any conditional bid, including that of conditional rebate,
is put forth by the bidder shall be summarily rejected.
5.7 Canvassing whether directly or indirectly, in connection with tenders is
strictly prohibited and the tenders submitted by the contractors who resort
to canvassing will be rejected.
5.8 ITPO reserves the right of accepting the whole or any part of the tender
and the bidder shall be bound to perform the same at the rate quoted.
5.9 The tender shall remain open for acceptance for a period of 90 days from
the date of opening of tenders. If any bidder withdraws his tender before
the said period or issue of letter of acceptance, whichever is earlier, or
makes any modifications in the terms and conditions of the tender which
are not acceptable to the department, then ITPO shall, without prejudice to
any other right or remedy, be at liberty to forfeit 100% of the said earnest
money as aforesaid. Further the bidder shall not be allowed to participate
in the re-tendering process of the work.
5.10 This bid document shall form a part of the contract document, therefore,
the bidder has to sign each page as acceptance.
30
5.11 On acceptance of the tender, the name of the authorized representative(s)
of the contractor who would be responsible for taking instructions from
ITPO shall be communicated in writing.
5.12 ITPO will not entertain any claim whatsoever in respect of the taxes, if paid,
by the selected agency.
5.13 The agency/ contractor shall comply with various local laws in Japan as
may be applicable. The contractor shall comply with the provisions of all
applicable local labour laws, minimum wages act, or all other similar rules/
bylaws. The submission of the bid means that the bidder indemnifies ITPO
on any claim whatsoever in this regard.
5.14 The term ‘Work’ means any work required for execution of work, supply of
materials, services and equipments, etc.
5.15 Any observation of Embassy/ CGI will be taken in to account while
deciding the Eligibility of tender documents.
5.16 In case the bidder require any clarifications or further information may
contact ITPO, Mr. Vikas Malhotra, General Manager, Tel. 91-11-23371868,
e-mail- [email protected] during office hours.
5.17 The evaluation of bids will be made in three stages –
i. Earnest Money Deposit (EMD),
ii. Technical and
iii. Financial.
5.18 Those companies whose EMD will be found in order their Technical bids
shall be opened on the same day in the presence of the bidders or their
authorized representatives, who choose to attend the bid opening.
Financial bids of only those firms will be considered for opening who have
fulfilled the technical requirement/ evaluation. After opening of financial
bids, financial evaluation will be made and financial ranking statement will
be prepared and the selection of the vendor/ agency will be done on the
basis of L1 (lowest) criteria for each part, i.e. Part A and Part B 2017
editions separately and/ or collectively. ITPO reserves the right to award
the above two parts, i.e. Part A and Part B, to different agencies for any of
the editions or for both the editions depending upon the options and
permutations/ combinations available in the best interest of ITPO.
31
5.19 The details of the financial bid as will be provided in Annexures II-A & II-B
are being asked in the case of any shortfall(s) in deliverance or deliberated
upon, so that adequate deductions can be made for those particular
shortfalls while making the final payment. All the bidders must provide this
information of unit rate etc., specifically for each item in the scope of work.
5.20 Bids received after the deadline of submission of application will not be
considered or opened under any circumstances.
5.21 No conditional bids shall be considered. This is very important
5.22 The draft of Earnest Money Deposit (EMD) has to be physical and
encashable at sight instrument. No guarantees or other bank authority
letter shall be accepted.
5.23 Bids received through email shall not be considered.
5.24 No modification or substitution of the submitted application/ bid shall be
allowed. An applicant/ bidder may opt for withdrawal online of his
application after submission, before the opening, and also by giving
written notice of the withdrawal to ITPO before the due date. In case, an
applicant/ bidder wants to resubmit his application/ bid, he shall submit a
fresh application/ bid following all the applicable terms & conditions by
the stipulated date.
5.25 Any document received after the closing date and time shall not be
accepted.
5.26 Bidders are requested to refrain from any communication after submission
of bid till the opening of the financial bid excepting at the time of opening
of the technical bid by the ITPO committee.
5.27 The comparative statement of technical bids will be made indicating
qualifying criteria mentioned in the bid document declaring the company
qualifying or not qualifying.
6 FORCE-MAJEURE
If at any time, during the continuance of this contract, the performance in
whole or in part, by either party, of any obligation under this is prevented
32
or delayed, by reason of war, or hostility, acts of the public enemy, civic
commotion, sabotage, Act of State or direction from Statutory Authority,
explosion, epidemic, quarantine restriction, strikes and lockouts (as are not
limited to the establishments and facilities of the contractor), fire, floods,
natural calamities for any act of GOD (hereinafter referred to as EVENT),
provided notice of happenings of any such EVENT is given by the affected
party to the other, within 15 Calendar days from the date of occurrence
thereof, neither party shall, by reason of such event, be entitled to
terminate the this contract, nor shall either party have any such claims for
damages against the other, in respect of such non-performance or delay in
performance provided the contract shall be resumed as soon as
practicable, after such EVENT comes to an end or ceases to exist. The
decision of the CMD, ITPO as to whether the service may be so resumed
(and the time frame within which the service may be resumed) or not, shall
be final and conclusive, provided further that if the performance in whole
or part of any obligation under this contract is prevented or delayed by
reason of any such event for a period exceeding 30 days either party may,
at his option terminate the contract.
7. ARBITRATION
All matters of dispute arising out of this shall be governed by Indian law
and subject to Court jurisdiction in New Delhi.
Both the parties (i.e. ITPO and the agency) shall make all effort to resolve
any dispute by way of reconciliation. In the event of any doubt, dispute or
difference arising under the agreement/award/bid (except as to matters,
the decision to which is specifically provided under this agreement/bid)
remains unresolved, the same shall be referred to CMD, ITPO for
appointment of Sole Arbitrator and the decision given by Sole Arbitrator
shall be binding on both the parties. The provisions of Indian Arbitration &
Conciliation Act 1996 shall also apply on both the parties.
The venue of the arbitration proceeding shall be the Head Quarters of
ITPO in New Delhi. The fee payable to the Arbitrator, shall be paid equally
by both the parties.
8. TERMS OF PAYMENT
Payments to the successful bidder will be made as per following schedule
:
33
(i) An advance up to 50% of the total cost, on submission of proof of expenses
incurred or against bank guarantee of equal amount.
(ii) Balance amount would be released on completion of the event pursuant to
receipt of satisfactory report of the officer(s) deputed for the event.
(iii) The Bidder has to bear all the costs associated with the preparation and
presentation.
(iv) Else, total payment would be released on completion of the event and
satisfactory report of the officer/ ITPO team deputed for the event subject to
submission of soft and hard copies of evidences of all deliverables and report
etc. as envisaged and elaborated in the previous pages. The complete bill
along with all documents should be submitted by Agency within 30 days of
completing the event. The payment will only be made for actual work
performed/done at the unit rates quoted in the bid.
Performance Assessment (quantifiable and measurable deliverables).
(v) The performance of the agency shall be evaluated on the various
deliverables mentioned herein based on the evidences provided (both hard
and soft versions) and screen shots/ web links in case of website/ TV/
computer blogs etc.
(vi) Besides giving evidences as mentioned here above in case of measurable
deliverables, attendance sheet of tele-marketers appointed for doing tele-
marketing; their particulars, the daily sheet of the calls made, needs to be
provided.
(vii) The objective of this exercise/ publicity tender is to create more awareness
amongst the buyers of apparels, garments, home furnishings etc. spread all
over Japan with a view to evince their interest so that they visit the fair to
source their requirements. Accordingly, one of the parameters on which
performance will be evaluated is the total number of buyers registered. A
total of 2111 no. of buyers registered in 2015 editions and 2289 buyers
registered in 2016 edition. Further the geographical regions from where
these buyers will come are another measure of performance. The objective
is to get buyers from all regions. The agency has to provide a complete list
(bilingual) of the buyers not only indicating the geographical region but
also the category, i.e. wholesalers, manufacturers, retailers, stockists etc.
ITPO intends to increase number of buyers in view of higher number of
exhibitors and larger exhibition area.
34
(viii) The additional buyers and from the new regions, is therefore, one of the
main criteria for performance evaluation.
(ix) Second criteria of performance evaluation will be that the features/
articles/ coverage/ news/ photographs in the print and electronic media.
(x) The higher coverage whether in terms of quality and quantity is the
evaluation criteria. New publications/ newspapers in which the coverage
will appear, will be a point of appreciation.
(xi) The quality and quantity of the visitors data at the press conferences shall
be another measure of performance.
(xii) The quality of contents of the final comprehensive report which has to be
submitted at the conclusion of the contract of the 2017 editions at the
time of submission of bills. The report must contain the suggestions to
improve the quality of the event in the 2017 edition (which would be
38th/28th editions respectively). Ways and means to improve the buyers
reach and motivation to the buyers to visit the event should form an
important part of the report.
(xiii) The quality and quantity of the buyers list generated by the agency and
provided as a part of the project. Similarly, the quality and quantity of the
list of the press, PR and media officials, which shall be generated and
provided.
9. PERFORMANCE ASSURANCE
If performance of the agency is not found up to the mark or is less in any
of the deliverances / the measurable outputs / agreed deliverables or
otherwise less than envisaged as per the scope of work mentioned herein,
then ITPO may deduct up to 5% of the total bid value as performance
assurance at the time of making final payment. The deduction will be over
and above the unit rate deduction for those particular shortfalls as per the
unit rate quoted/ given by the agency.
10. OTHERS
List of documents/ reference attached as enclosures for information and
guidance:
35
• The basic concept design approved by ITPO for 2017 editions
• Specimen of the supporting letters/Message from one of the
supporting organization
• List of supporters in Japan (in previous editions)
• The cover page of Fair Catalogue of 2016 editions.
• Inside pages of the Fair Catalogue of 2016 editions.
• Photograph of the registration desk (2016 edition)
• Photographs of the inauguration ceremony of 2016 editions
• Photographs of the press conference of 2016 editions
• Printed message of the supporting organization in the fair catalogue of
2016
***********
36
Annexure I
INDIA TRADE PROMOTION ORGANISATION
38th India Garment Fair and 28th India Home Furnishing Fair, Osaka, Japan
(July 19-21, 2017)
Technical Bids for (A) Publicity & Allied Services and(B) Promotion & PR
Activities
Sl. No. Title Details
Eligibility
1. Registration No. (TAN/ Direct Tax/
Income Tax/ Trade/ VAT/ GST, etc. as
may be applicable)
(Please attach proof)
2. Annual Turnover
(last three financial years)
(Please attach Proof with
certificate from Auditor or any other
empowered Authority (Govt. or
autonomous/ statutory)
Year I
Year II
Year III
(Latest)
3. Details of Past Experience
(Please attach list of Projects/Clients)
4. Details of Earnest Money Deposit
(EMD)
Amount :
RTGS/NEFT/DD No. :
Date :
Bank Name :
Company
Profile
5. Name of the Company
6. Address
7. Telephone
8. Fax
9. E-mail
10. Name of CEO & Title
11. Name of the nodal contact person
with designation, e-mail id and
37
Sl. No. Title Details
telephone No.
12. Bankers details with A/c No.
13. Year of Establishment
14. No. of employees
15. List of enclosures attached
16. Any other additional information,
which you like to give
17. (A) Name & designation of contact
person in Japan:
Place :
E-mail :
Mobile :
(B) Name & designation of contact
person in India:
Place :
Email :
Mobile :
It is certified that all the above information is correct and valid on the date of
submission of tender. We have numbered all the pages in this envelope. The total
number of pages including those of enclosures are___________________
DATE : SIGNATURE OF AUTHORISED REPRESENTATIVE
Place : NAME
COMPANY SEAL
(Please attach Authorisation letter for
signatory)
38
Annexure-II
INDIA TRADE PROMOTION ORGANISATION
38th India Garment Fair and 28th India Home Furnishing Fair,
Osaka, Japan (July 19-21, 2017)
FINANCIAL BIDS for (A) Publicity & Allied Services and
(B) Promotion & PR Activities
Name address of the
Agency
Amount in Japanese Yen
Including All taxes
Total Bids Amount
Prices quoted will be inclusive of all taxes
Part A :
Publicity & Allied Services
Bid for 2017 edition
(…………………………………………..Yen)
(in words…………………………………………
………………………………………………………Yen)
Part B :
Promotion and Public
relation activities (Press
conference/ Media
Coverage)
Bid for 2017 editions
(…………………………………………………Yen)
(in words………………………………………….
……………………………………………………….Yen)
Grand Total
(Part A + Part B)
(……………………………………….Yen)
(In words……………………………………….
………………………………………………………Yen)
We indemnify ITPO against any claims, loss, suit, liability or judgment
suffered or likely to be suffered on account of execution of the contract
before, during and after the event.
ITPO reserves the right to give above two parts to different agencies
depending upon the permutations/ combinations available to the best
interest of ITPO.
Date: Signature of Authorized representative
39
Name
Company Seal
40
Annexure II-A
INDIA TRADE PROMOTION ORGANIZATION
38th India Garment Fair and 28th India Home Furnishing FairOsaka, Japan,
(July 19-21, 2017)
Part A : PUBLICITY & ALLIED SERVICES
Per Unit Details/ Break-up of Financial Bid (for considering final payment
depending on the usage of each item). Refer clause 8 (i)
1.
Newspaper/
Magazines (colour
advertisements)
Size No. of
insertion Dates
Unit
Rates
(JPY)
Amt.
(JPY)
i. Sen-I News H140 mm x W 250 mm 2
ii. Senken Shimbun H 175mm x w 250 mm 2
iii. Shin so-Living-Times
H 168 mm x W 185
mm 2
iv. Home Living
H 100 mm x W 240
mm 2
v. Interiors Business News H 97 mm x W 113 mm 2
vi. Asian Textile Business
H 130 mm x W 185
mm 2
Note: Online Advertisement for all the magazines / newspapers may be taken as
package, wherever applicable.
Some newspapers/magazines offer 1+1 services and complimentary online advts. as
package advts. The agency shall try to avail of the same wherever possible and the
payment towards complimentary advts. are not to be charged. The rates of the
respective publishers, preferably e-mails of the price may be attached.
Total Amount
2. Digital Marketing
Amount (JPY)
i) Create/ Update, manage and maintain the bilingual
(English and Japanese) website for both the events with
minimum 10 pages each. The website shall have
hyperlinked with websites of Embassy of India, Tokyo,
41
2. Digital Marketing
Amount (JPY)
CGI (Osaka), ITPO’s main website, etc. The website has
to be maintained all along during the currency of the
contract. The queries raised on the website will be
replied in English/ Japanese as per the case within 4-5
days after consultation with ITPO, if required.
ii) Promotion and publicize both the event through the
social media
iii) Procurement of Database of approx. 1000 nos. of
Potential buyer for the product profile of Garment &
Home Furnishing
Copy of the invoice against procurement of database
will be submitted to ITPO
iv) Direct mailing Services through E-Mail Announcement,
e-Mail Reminders and Telemarketing to 5000 buyers to
ensure a higher footfall of buyers from different regions
of Japan.
v) Postal and operational charges including label Printing,
labeling, Inserting classifying Postal Number, Postal
Charges to 200+ invitees for the Opening Ceremony
and 500 Important Buyers
Total Amount
3. Printing(Translation, PageSetting and
Printing after approval of ITPO)
Quantity
(Nos.)
Unit
Rates
(JPY)
Amount
(JPY)
(A) (B) (C) (D) (E) = (C x D)
i. Flyers( Multi-colour)/Direct Mailer 2000
ii. Envelope 700
iii.
Admission Card including Badges
(English/ Japanese), PVC Pouch,
Nylon Strip with Fair Name (Lanyard)
for Exhibitors/ Importers/
Wholesalers/ Buyers/ Service 3500
42
Providers
iv. Registration Form (English/Japanese) 3500
v. Buyers Feedback Form (English/
Japanese) 3500
vi. Invitation card with Envelop
(bilingual for Opening Ceremony 200
vii. Publicity Poster [size : W 514 mm x
H 728 mm] 100
viii.
Invitation card with Envelop
(bilingual) for visit to the twin event
to the most important buyers 500
Total Amount
4. Fair Catalogue Quantity
(Nos.)
Unit
Rates
(JPY)
Amount
(JPY)
(A) (B) (C) (D) (E) = (C x D)
i. Translation and Page setting
(Japanese to Englishor vise versa)
for bilingual fair catalogues:
(i) Incorporation of Japanese
language in the cover page as
per design of ITPO (2 pages)
(ii) Fact-Sheets (1 page)
(iii) Locational map of
MYDOME,OSAKA (1 page)
(iv) Write-up of ITPO/Home
Furnishing/ Garment Industry
(2-3 pages each)
(v) Alphabetical list and details of
Exhibitor (Company profiles)
and other pages in Japanese
(approx 100 pages)
(vi) Message of CMD,ITPO (1 page)
(vii) Message of Embassy of India/
CGI, Japan (2 pages)
(viii) Messages of other
organizations (Approx 12
pages)
(ix) Any other documents for
43
4. Fair Catalogue Quantity
(Nos.)
Unit
Rates
(JPY)
Amount
(JPY)
(A) (B) (C) (D) (E) = (C x D)
translation into Japanese
(Approx 10-15 pages)
Translation of the above documents,
page setting in the relevant software
format (PDF, illustrator etc.) and
forwarding to ITPO, New Delhi within
stipulated time for final checking
with a view to make corrections in
English. The corrections if any need
to be carried out in English/
Japanese version.
ii. Printing(Translation, PageSetting
and Printing after approval of
ITPO)
Size: 5”x8.5”, Pages - 120 pages incl.
cover (Text: 24 pages Colour and the
rest in Black & White), Cover - 300
GSM art card and text -100 GSM art
paper
2000
Total Amount
5. Photography Quantity
(Nos.)
Unit
Rates
(JPY)
Amount
(JPY)
(i) Photographer for still photography
as well as video coverage to cover
all press conference(s)/ inauguration
ceremony and fair period
5 days
(ii) Printing of selected photographs &
Album Creation for following events
with print Size of 8”x10”
- Inauguration Ceremony & VIP
Visits 35 nos.
- Press Conference/ other occasion,
if any 30 nos.
- Theme Area 10 nos.
44
5. Photography Quantity
(Nos.)
Unit
Rates
(JPY)
Amount
(JPY)
(iii) Printing of selected photographs &
Album Creation for following events
with print Size of 5”x7
- All Display booths or other
occasion, if any 120 nos.
(iv) Soft copy of all photographs and
Video coverage during of the
event(s) in CDs/ DVDs in High
Resolution and low resolution .
As per
require-
ments
Total Amount
6. Deployment of Manpower Quantity
(Nos.)
Unit
Rates
(JPY)
Amount
(JPY)
(i) Deployment of Bilingual Interpreters
from July 19-21, 2017 16
(ii)
Senior Interpreter for supervising as
well as for office work from July 19-
21, 2017
2
(iii) Computer Literate bilingual staff for
registration desk or office work 2
(iv)
Per day rate of Senior Interpreter for
assisting ITPO team during pre-
event or post event
1
Total Amount
7. Promotion through FM and Airport Hoarding Amount
(JPY)
(i)
Publicity on FM Radio (for the duration of 15 days with 4
slots on prime time [2 each in the morning and evening on
each day)
(ii) Publicity Hoarding at Osaka Airport (for 30 days)
Total Amount
45
8. Liaison Amount
(JPY)
i) Opening ceremony (Liaison with VIPs/ C&D Agency/
Messages, Ribbon Cutting, etc.)
ii) Liaison with Consulate General of India, Embassy of India,
Tokyo, Japan and various organizations of the Japanese
Government for their support to the twin event. Arrange
messages from supporting organisations and forward the
same along with the photograph of the concerned
official in Japanese and English to ITPO, New Delhi. These
messages will be used for Fair catalogue.
iii) Liaison with supporting organizations like JETRO, Osaka
Authorities, Venue Management, Trade Associations,
Chambers of Commerce, Importers Associations etc.
Meetings of above organization may also be fixed with
ITPO officers as and when required. Also, assisting ITPO
team in coordination as defined in the scope of work
Total Amount
9. Buyers Feedback Amount (JPY)
i. To be conducted during all the 3 days of the event, i.e.
on 19-21 July, 2017 at both the floors. The designing of
the feedback form after consultation with ITPO, getting it
filled from buyers and a brief analysis and
recommendations have to be enclosed in the final report.
Total Amount
Part A : PUBLICITY & ALLIED
SERVICES
Total Amount ..…………………………….Yen
(In words ……………………………………..….
……………………………………………….Yen)
Date: Signature of Authorized representative
Name
46
Company Seal
47
Annexure II-B
INDIA TRADE PROMOTION ORGANISATION
38th India Garment Fair and 28th India Home Furnishing Fair, Osaka,
Japan (July 19-21, 2017)
FINANCIAL BIDS - Part B : Promotion and Public relation activities
(Press conference/ Media Coverage)
S.No.
Two Press Conferences in Japan
(1st in Tokyo and 2nd in Osaka)
tentatively during April/ May
Amount
(JPY)
Amount
(JPY)
For Tokyo For Osaka
i) Venue cost in a 4 star Hotel (Please
indicate the venue in the technical bid,, if
possible)
ii) Inviting Eminent Press/ Journalist
(Bilingual Japanese/ English)
iii) Preparation of press kit bilingual
(Japanese/ English) as per data/
information provided by ITPO
iv) All arrangement for making Power
Point
presentation on the above events:
Bilingual (Japanese/ English)
a) All audio-visual equipment (Screen,
projector, mic (cordless) for the Dias and
Media representatives etc.
b) Back-drop(s) (Bilingual (Japanese/
English))
c) Signages at the venue of press
conference
d) Preparation of text in Japanese
including graphics of the power point
presentation on the basis of inputs
provided by ITPO and presentation of the
same in Japanese
v) Arrangement of one professional bilingual
MC
vi) Arrangement of one professional
Interpreter
48
S.No.
Two Press Conferences in Japan
(1st in Tokyo and 2nd in Osaka)
tentatively during April/ May
Amount
(JPY)
Amount
(JPY)
For Tokyo For Osaka
vii) Lunch/ Dinner for upto 40 persons
viii) Refreshment(Tea/coffee/ snacks) for up to
40 persons
ix) Issue of Press Release (bilingual) with
photographs immediately thereafter, both
through electronic mails and hard copies
to select media all over Japan, neighboring
countries and India to ensure appropriate
and adequate media coverage of the twin
events in 3 Phases i.e. pre, during and
post event. The agency will arrange
publishing of coverage in 15-20 media
(Print + Electronics) both general and
specialized media (daily/periodical)
Evidence (both in hard and soft copy)
will be produced to ITPO).
Total Amount
Note :-
1. ITPO at its own discretion may hold third press conference, if required,
using the aforesaid rates.
2. Two sets of evidences/press clippings (Hard and Soft version) in the form
of copy of publications/periodicals/screenshots and/ or Audio/video tapes/
CDs/DVDs etc. to be submitted for each coverage received in electronic or
print media.
SOUVENIRS
(Cost of each Souvenir in the range of JPY 3000-3500)
Description of the Item(s) Unit Cost (Yen)
Total cost for 70
items (Yen)
i)
ii)
iii)
49
iv)
v)
ITPO may select any one of the souvenir based on the requirement. The tentative
numbers of souvenir may range from 65-70 nos. The agency has to quote for this
item, however, ITPO at its own discretion may or may not execute this work. The
souvenirs have to be procured & supplied duly packed in carry bags with handle.
NETWORKING DINNER
S.No. Description Quantity
(Nos.)
Unit Rates
(JPY)
Amount
(JPY)
(i)
Networking dinner serving
the same menu as for Press
Conference for 200 persons
along with MC.
200
Total Amount
Note :-
1. ITPO at its own discretion may hold aforesaid networking dinner, if
required, using the aforesaid rates.
2. The numbers of persons will be informed to the agency by ITPO on start
of the fair.
Date: Signature of Authorized representative
Name
Company Seal
Please Note:
In case of shortfalls either because of reduce scope of work by ITPO or for other
genuine reasons the deduction will be made as per unit rates.
e.g. (i) If, one press conference in Tokyo is not organized by ITPO, then the amount
quoted for one press conference will be deducted. Please note that ITPO will give
minimum 15 days notice of such cancellation.
(ii) Actual requirement of manpower will be intimated well in advance before the
start of the events and payments on actual utilization/deployment will be made
on the basis of unit rates quoted.
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PROFORMA FOR PERFORMANCE BANK GUARANTEE
(To be given only if the agency wants to avail of advance of upto 50% amount
of the bid. This can be given subsequently after the award of work/contract)
To
The General Manager
India Trade Promotion Organisation,
Pragati Bhawan,
Pragati Maidan,
New Delhi - 110001
1. In consideration of the President of India acting through the India Trade
Promotion Organisation (hereinafter referred to as 'the ITPO') having
agreed to grant a license to M/s………………………..of ………………….(hereinafter
called the "LICENSEE') for carrying out the work of (i) Publicity & Allied
services and (ii) Promotion and PRactivities for 38th India Garment Fair
and 28th India Home Furnishing Fair, 2017, Osaka(Japan)on the terms
and conditions contained in the said Bid Document, which interalia
provides for production of a Bank Guarantee to the extent of `…… (`…………
in words) for the service by way of security for the due observance and
performance of the terms and conditions of the said license
we…………..(indicate the name and address and other particulars of the
bank) (hereinafter referred to as 'the Bank') at the request of the LICENSEE
hereby irrevocably and unconditionally guarantee to the ITPO that the
Licensee shall render all necessary and efficient services which may be
require to be rendered by the LICENSEE in connection with and /or for
performance of the said LICENSEE and further guarantees that the service
which shall be provided by the LICENSEE under the said Bid Document,
shall be actually performed in accordance with terms and conditions of the
Bid Document to the satisfaction of the ITPO.
2. We, the; bank hereby undertake to pay to the ITPO an amount
not exceeding Rupees./Yen ………………. (Rupees/ Yen ……………. only) against
any loss or damage caused to or suffered or would be caused to or
suffered by the Authority by reason of any breach by the said LICENSEE of
any of the terms and conditions contained in the said license.
3. We, the bank hereby, in pursuance of the terms of the said license,
absolutely, irrevocably and unconditionally guarantee as primary oblige
and not merely as surety the payment of an amount of Rupees/ yen.
…………….. (Rupees/ yen……….only) to the Authority to secure due and
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faithful performance by the LICENSEE of all his/their obligations under the
said License.
4. We, the bank hereby also undertake to pay the amounts due and payable
under this guarantee without any demur, merely on a demand from the
ITPO stating that the amount claimed is due by way of loss or damage
caused or would be caused to or suffered by the ITPO by reason of breach
by the said LICENSEE of any of the terms or conditions contained in the
said Bid Document or by reason of the LICENCEE's failure to perform any
of its obligations under the said License.
5. We, the bank, do hereby agree that the decision of the ITPO as to whether
the licensee has failed to or neglected to perform or discharge his duties
and obligations as aforesaid and/or whether the service is free from
deficiencies and defects and is in accordance with or not of the terms &
conditions of the said License and as to the amount payable to the
Authority by the Bank hereunder shall be final and binding on the Bank.
6. WE, THE BANK, DO HEREBY DECLARE AND AGREE that :
(a) the Guarantee herein contained shall remain in full force and effect for a
period of three years from the date hereof and that if shall continue to be
enforceable till all the dues of the Authority/ITPO and by virtue of the said
License have been fully paid and its claims satisfied or discharged or till
ITPO satisfies that the terms and conditions of the said license have been
fully and properly carried out by the said LICENSEE and accordingly
discharged this guarantee.
(b) the ITPO shall have the fullest liberty without our consent and without
affecting in any manner our obligations hereunder to vary any of the term
and conditions of the said License or to extend time of performance of any
obligations by the said LICENSEE from time to time or to postpone for any
time or from time to time any of the powers exercisable by the ITPO
against the said LICENSEE and to forbear or to enforce any of the terms
and conditions relating to the said License and we shall not be relieved
from out liability by reason of any variation or extension being granted to
the said LICENSEE or forbearance act or omission on the part of the ITPO
or any indulgence by the ITPO to the said LICENSEE or to give such matter
or thing whatsoever which under the law relating to sureties would but for
this provision, have effect of so relieving us.
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(c) any claim which we have against the LICENSEE shall be subject and
subordinate to the prior payment and performance in full of all the
obligations of us hereunder we will not without prior written consent of
the ITPO exercise any legal right or remedy of any kind in respect of any
such payment or performance so long as the obligations of us hereunder
remains owing and outstanding.
(d) This guarantee shall be irrevocable and the obligations of us herein shall
not be conditional of any prior notice by us or by the LICENSEE.
7. We the BANK undertake not to revoke this Guarantee during its currency
except with the previous consent of the Authority in writing.
Date……………………….day……………. for ____________________
(name of the bank)
Witness :
1………………………………………
2…………………………………….;
On company’s letterhead)
Dated………….
The Fair In charge,
IGF/IHF 2017 editions,
India Trade Promotion Organisation,
New Delhi-110001
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Sub: Certificate of Authenticity/Genuineness
(To be given along with the final report/bill while submitting hard evidences of
deliverables)
Dear Sir,
We are pleased to enclose herewith our bill/invoice No. dated…. For an amount
of Yen……………………. as per the job order received vide letter/e-mail dated….. from
ITPO on the acceptance of our offer vide tender bid dated………..This is to certify
that all the enclosures being given herewith as documentary evidence in the hard
copy version/soft version are correct to the best of our knowledge/belief. We
have provided the English translation wherever necessary so as to facilitate
appreciation of the work undertaken. All the information provided in the CD/Pen
drive is also correct and reflects the legitimate work performed by us.
The manpower engaged for carrying out the work under this
contract/arrangement has been paid; their necessary remunerations as per our
arrangement with them. Their particulars, names, addresses, telephone numbers
etc. along with their attendance record and details of the work performed, are
also enclosed. We indemnify ITPO for any claim whatsoever from any of the
person engaged by us for executing the contract/work order.
Thanking you,
Yours sincerely,
Date:
Place: Authorized Signatory
(Company seal)
54
List of documents/ reference attached as enclosures for information
and guidance:
SPECIMEN of LETTERS TO SUPPORTING ORGANISATIONS
Dear Sir,
India Trade Promotion Organisation (ITPO), a Government of India enterprise, is a nodal agency for trade promotion, under the aegis of Department of Commerce, Ministry of Commerce & Industry, Government of India.
With the unstinted support of (JETRO) and other associated local bodies, ITPO has been organizing
the India Garment Fair (IGF) and the India Home Furnishing Fair (IHF) at Osaka Japan annually for over 2 decades. The 37th edition of India Garment Fair and 27th edition of India Home Furnishing Fair are now scheduled to be held from July 20-22, 2016 at Mydome, Osaka, Japan.
These twin events have become a reliable partner of Japanese buyers of textiles, garments and home furnishings. ITPO has been maintaining the schedule of organising the twin events in July every year for over the last 2 decades.
During the 2016 editions of these twin events more than 2000 business visitors registered and around 100 leading exhibitors showcased their products. From the feedback received from the exhibitors in the last edition, it is estimated that a high cumulative business has accrued.
We are hopeful that the 2017 editions of these two events will attract much larger participation and a more variety of exhibits that will be able to attract more business visitors. As per past practice, forthcoming editions will have facilities, both for exhibitors and buyers, like Buyers’ lounge, Facility centers, tea/refreshment corners, thematic displays and Cyber café/Wi-Fi connectivity etc. This will help the visit of business community more comfortable and fruitful. A copy of the fact sheet is enclosed for reference.
The inauguration of the twin events is scheduled for July 19, 2017 at 9.30 am at the Mydome,
Osaka and we request you to block the date and time for attending the Inaugural ceremony. Formal invitation will be sent to you in due course.
We are grateful for your continued support in the past and seek your support once again for the 2017 edition of the twin event in the larger interest of the business community of two nations.
With best regards, Yours sincerely,
55
Supporting Organisation for seeking their continued support for IGF & IHF 2016
• Ministry of Economy, Trade and Industry (METI)
• Ministry of Foreign Affairs
• Osaka Prefectural Government
• The Kansai Bureau of Economy, Trade and Industry
• The Kobe Chamber of Commerce and Industry
• Japan External Trade Organisation (JETRO)
• Japan India Business-Co-operation Committee
• Osaka Urban Industry Promotion Centre
• Osaka Foundation for Trade & Industry
• Nippon Interior Fabrics Assocation
• Osaka Chamber of Commerce & Industry
• Manufactured Import and Investment Promotion Organisation (MIPRO)
• The Japan Textile Importers Association
• The Indian Chamber of Commerce – Japan
• Japan DIY Industry Association
• Japan General Merchandise Promotion Centre
• Japan Gifts Association Centre
• Japan Association of Chain Drug Stores
• Japan Retailers Association
• Japan Hotel Association
• Japan Departmental Stores Association
56
SAMPLE OF MESSAGE IN FAIR GUIDE
57
INAUGURAL CEREMONY
58
59
Inside page of Fair Guide
Bodoland Regional Apex Weavers & Artisans Cooperative Federation Limited (BRAWFED) ボドランド リージョナル アペックス ウェーバース アンド アーティサン コーポレイティブ フェデレーション リミテッド(BRAWED) R N B Road, Kokrajhar B T C, Assam - 783370 電話番号: +91-3661-271084 Fax: +91-3661-271085 Eメール: [email protected] ウェブサイト: www.brawfed.in 担当者: Mr N N Rana Patgiri, MD - +919864028203 創立年度: 2008 業種: 製造業/輸出業 主要相手輸出国: アメリカ合衆国, 東ヨーロッパ, ブラジル, 南アフリカ, ネパー
ル, ブータン等 展示製品: 手織ウールエリ&ムガシルクショール, ストール, ドレスマテリ
アル, ハーフジャケット, スカーフ等 新製品の展示 エリシルクショール, スカーフ, キルト, デュベカバー
Bodoland Regional Apex Weavers & Artisans Cooperative Federation Limited (BRAWFED) R N B Road, Kokrajhar B T C, Assam - 783370 Phone +91-3661-271084 Fax +91-3661-271085 Email [email protected] Website www.brawfed.in Contact Person Mr N N Rana Patgiri, MD - +919864028203 Year of Establishment 2008 Status of Unit Manufacturer-Exporter Principal Export Market USA, East European Countries, Brazil, South Africa,
Nepal, Bhutan, Etc. Products on Display Hand woven Eri & Muga Silk Shawl, Stole, Dress
Material, Half Jacket, Scarf etc. New items to be launched Eri Silk Stole, Scarf, Quilt, Duvet Cover
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PRESS CONFERENCE
REGISTRATION DESK